Attach1SOW.pdf

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CONTINUATION OF BLOCKS FROM SF 1449

Block 8

Offer Due Date/Local Time: November 13, 2018 at 10:00 AM Hawaii Time Zone

Block 9

OFFER DUE DATE -- Proposals shall be received on or before the deadline of November 13, 2018, at 10:00 am Hawaii Standard Time (HST).

Proposals shall be submitted by email only. Faxed proposals will not be accepted. Proposal shall be emailed to: Mickey Skiles at mickey.skiles@dla.mil and Jean Ross at jean.ross@dla.mil on or before the deadline.

If you have any questions, please contact the Contract Specialist or Contracting Officer that is associated with this procurement. Contact information is provided below for your convenience.

Contract Specialist Mickey Skiles

(808) 474-2946 Mickey.skiles@dla.mil

Contracting Officer Jean K. Ross

(808) 474-2940 jean.ross@dla.mil

The Email Subject Line shall be titled as follows:

Subject: Request for Proposal SPE302-18-R-0004_Name of Vendor Example: Request for Proposal SPE302-18-R0004_Big Red Company

Block 10

NAICS: 311812

Size Standard: 1,000 Employees

Block 17a

• Offeror’s assigned Data Universal Numbering System (DUNS) Number:

• Offeror’s assigned Contractor and Government Entity (CAGE) Code:

• Fax Number(s):

• Email Address:

(If you do not have a DUNS number, contact the individual identified in Block 7a of the SF 1449 or see 52.212-1, Instructions to Offerors—Commercial Items (paragraph j) for information on contacting Dun and Bradstreet.)

SPE302-19-R-0001 2 of 34

Block 17b Remittance Address: (if different from Contractor/Offeror address in block 17a of the SF 1449.)

Blocks 19-22 See Statement of Work (SOW) and Schedule of Items (SOI)

AUTHORIZED NEGOTIATORS:

The offeror represents that the following persons are authorized to negotiate on its behalf with the Government in connection with this request for proposal. Please list names, titles, telephone numbers, facsimile numbers, and emails for each authorized negotiator.

CAUTION NOTICE

This procurement is being solicited under the Federal Acquisition Regulations (“FAR”) 13.5-Simplified Procedures for Certain Commercial Items. Therefore, the Government will utilize simplified procedures for soliciting competition, evaluating offers, and awarding the contract. This procurement is being solicited on a set aside: 100% for small business. In accordance with 13 CFR 121.406(e ), if at least 50% of the estimated contract value of an acquisition for multiple items is composed of items that are manufactured by small business concerns, then a waiver of the non-manufacturer rule is not required.

As such, for this acquisition, it is expected that items comprising at least 50% of the contract value will be manufactured by small business concerns. Solicitation SPE300-19-R-0001 is designed to place Market Ready Fresh Bread and Bakery, all fully competitive, on contract for various Department of Defense (DoD) Land Customers in Oahu, in the State of Hawaii.

The resultant contract will be a fixed price Indefinite Quantity Contract (IQC) for an indefinite quantity, within stated limits, of specific supplies or services to be furnished during a fixed period, with deliveries to be scheduled by placing orders with the contractor (FAR 16.504(a)). The duration of the contract is for a term of 60 months (five year period) with four separate pricing tiers; the pricing will remain firm fixed for each pricing tier. The first pricing tier shall begin on the award start date and be for a 24 month period (December 9, 2018 - December 5, 2020). The second pricing tier shall be for the 12 month performance period (December 6, 2020- December 4, 2021). The third pricing tier shall be for the 12 month performance period (December 5, 2021- December 3, 2022). The fourth and final pricing tier shall be for the 12 month performance period (December 4, 2022- December 2, 2023).

This solicitation contains the estimated bread and bakery requirements for customers in Oahu, Hawaii as follows:

Army, Air Force, Navy (Land), Marines, Coast Guard (Land) and Hawaii Job Corps

APPLICABLE SOURCE RESTRICTION: The Berry Amendment, contained in Defense Federal Acquisition Regulation Supplement (“DFARS”) 252.225-7012 and included in the instant solicitation, is applicable.

This regulation mandates that all food items, including Bread and Bakery, provided under the instant solicitation and resulting contract be produced and manufactured in the United States.

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IMPORTANT: The Government intends to make award, based on initial offers, to the responsible offeror that conform(s) to the solicitation requirements and offer(s) the lowest aggregate price. Please be aware that any proposal submitted in response to this solicitation MUST comply fully with its terms and conditions.

All proposals must contain all pertinent information required by the solicitation. Said information will be reviewed by the Contracting Officer for completeness and accuracy. Providing an incomplete proposal and/or inaccurate information may result in the proposal being deemed technically unacceptable by the Contracting Officer. If such a determination is made, the technically unacceptable proposal will be immediately removed from competition and therefore ineligible for the award.

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Subsistence Total Order and Receipt Electronic System (STORES)

STORES (Purchase Order is Term used for STORES Orders) The automated STORES will be used to the maximum extent practical on the resultant contract(s) from this solicitation. Orders will be sent via a computer-generated fax (STORES order). In order to facilitate the receipt and payment process, there is specific information contained on the STORES order that MUST be mirrored on the vendor’s invoice. The information may have to be hand-written on the invoice. Please ensure the information is correct and legible. Invoices for those customers placing orders under STORES must be submitted for payment to the following address:

DFAS BVDP (SL4701)

P.O. Box 369031 Columbus, Ohio 43236-9031

Electronic Invoicing by Suppliers via Electronic Commerce/Electronic Data Interchange (EDI):

All suppliers are required to process invoices electronically, either by EDI or through STORES. An electronic invoicing system expedites payments by providing a real time system for invoice processing. In an effort to ensure that your firm is paid promptly for products that you supply, we want to utilize the best business practices available. The business practices of today reflect increased utilization of Electronic Commerce/Electronic Data Interchange providing more timely and cost effective ways of information exchange. DLA Troop Support, Subsistence is migrating towards more and more use of the electronic mediums available to conduct business with you as our business partners. The Defense Logistics Agency has undergone an Enterprise Business Systems (EBS) initiative. This EBS initiative will change the way you currently invoice. EBS conforms to a strict adherence of detailed line item payment in concert with the order. The manual paperwork will no longer be a viable way to invoice. Invoices need to be submitted for payment promptly after delivery. Our intention is to provide you a quick and easy way to submit your invoices for payment and to help ensure prompt and accurate payments. Efforts have been underway for some time to bring a resolution for you to be able to accomplish Electronic Data Interchange with the invoices. Alternatives available are:

1. If your company is able to exchange information electronically through ANSI X12 format, we could set your company up as an EDI vendor immediately, being able to receive orders and send invoices electronically.

2. There are companies available who, for a fee, will turn your flat files into EDI Invoices (810 transactions).

3. The STORES/BSM Reconciliation (Recon) Tool web application is used to submit your invoices electronically. This system can be found on the DLA TROOP SUPPORT web page for Subsistence, https://www.stores.dla.mil/stores_web/default.aspx. You will be issued a User ID and Password, after properly registering for this site. This application will allow you to see on the website receipts by the customers, for your contracts only. You can review the receipt and, if in agreement you will simply type in an invoice number to submit your invoice to DFAS. This receipt information is available at this website for 8 weeks. The user will have the ability to add lines or change existing lines to reflect what was delivered. The changes will be e-mailed to your DLA Troop Support Account Manager, who will work at resolving the differences; however, the https://www.stores.dla.mil/stores_web/default.aspx

SPE302-19-R-0001 5 of 34 customer must make the corrections electronically. Vendors are encouraged to wait until the receipt is adjusted to submit their invoices. The system will be updated daily from the receipt files. Invoices submitted using this website will generate an EDI invoice to flow through the paying process at DFAS. If you need additional information on electronic or alternate electronic invoice processing contact your DLA TROOP SUPPORT Account Manager or Buyer or use the Recon Training Tool. One of the above methods must be used as paper invoices are no longer a viable option.

A sample STORES order is illustrated below for informational purposes only. The information indicated in the five elements below is required to be identified on the vendor’s invoice in order for the vendor to be promptly paid by DFAS. These elements are on the system generated STORES STORES order, and the information needs to be transferred to the invoice.

1. Contract Number - e.g. SPE302-18-D-W001 (on attached sample). This number will remain constant throughout the life of the contract.

2. Call Number - e.g. 0006 (Lap ID number of the purchase order). This number will change with every order.

3. Lead Contract Line Item Number (CLIN) - e.g. 19 (This is the item number on the STORES purchase order). This number will change with every order.

4. STORES Purchase Order Number - e.g. W81YMG13060865. This number will change with every order.

5. Required Delivery Date (RDD) - e.g. 5/3/18. This date will change with each order. Each order will contain similar information. Contractor is responsible to extract the correct information from the STORES order for each invoice.

SAMPLE OF SENT ORDER DETAILS

Purchase Order Number: W81YMG13060865 Contract Number: SPE30218DW001

Vendor: VENDOR NAME Call Number: 0006 Ordering Point: W81YMG

Ship To DoDAAC: W81YMG

RDD: 5/3/2018

Receipt Date:

Source of Receipt: Manual

Include?

CLIN

Document

Number

Stock Number

FIC

Description

U/M

PRF

DLA

TROOP

SUPPORT

Order Qty

Receipt

Qty

Cost

Proj Code

Part Number U/I Price

FT1234913203

892001E114646

BREAD, WHITE, FRESH,

PAN BAKED,

SANDWICHED ENRICHED

16 OZ PG

PG

$1.1

$13.56

24415

FT123490913204

892001E115994

BREAD, WHOLE

WHEAT, FRESH, PAN

BAKED, ROUND TOP,

24 OZ PG

$1.9

$19.80

53067 21321

FT123490913206

892001E119580

ROLLS, HAMBURGER,

SPE302-19-R-0001 6 of 34

FRESH, SLICED WHITE,

W/ SESAME SEEDS, 12

PER 23 OZ PG

PG 1 PG $1.8

10 $18.80

Total: $52.16

CONTRACTOR CODE OF BUSINESS ETHICS (FEB 2012)

FAR Part 3.1002(a) requires all government contractors to conduct themselves with the highest degree of integrity and honesty. Contractors should have a written code of business ethics and conduct within thirty days of award. To promote compliance with such code of business ethics and conduct, contractors should have an employee business ethics and compliance training program that facilitates timely discovery and disclosure of improper conduct in connection with government contracts and ensures corrective measures are promptly instituted and carried out.

A contractor may be suspended and/or debarred for knowing failure by a principal to timely disclose to the government, in connection with the award, performance, or closeout of a government contract performed by the contractor or a subcontract awarded there under, credible evidence of a violation of federal criminal law involving fraud, conflict of interest, bribery, or gratuity violations found in title 18 of the United States Code or a violation of the False Claims Act. (31 U.S.C. 3729-3733)

If this solicitation or contract includes FAR clause 52.203-13 - CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT; the contractor shall comply with the terms of the clause and have a written code of business ethics and conduct; exercise due diligence to prevent and detect criminal conduct; promote ethical conduct and a commitment to compliance with the law within their organization; and timely report any violations of federal criminal law involving fraud, conflict of interest, bribery or gratuity violations found in title 18 of the United States Code or any violations of the False Claims Act. (31 U.S.C. 3729-3733). When FAR 52.203-13 is included in the contract, contractors must provide a copy of its written code of business ethics and conduct to the contracting officer upon request by the contracting officer.

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NOTICE TO OUR VALUED OFFEROR

The following attached forms require information to be furnished by each offeror. Any questions may be directed to the Contract Specialist at the telephone number shown or email listed on the cover sheet of this solicitation.

Each offeror is required to submit the following with its proposal:

1. AIB Documentations, each third party warehouse audit (i.e. AIB Certifications, other State or Federal sanitation inspection). For additional information/requirements see Quality Requirements section, herein.

2. A copy of current Wholesale Price List

3. Sign and Return any/all amendments

4. Return one (1) complete copy of the solicitation

5. A copy of the Schedule of Item Spreadsheet

Each offeror should also:

1. Review the Addendum to FAR 52.212-1 (Instructions to Offerors – Commercial Items), FAR 52.212-2 (Evaluation – Commercial Items), and FAR 52.212-4 (Contract Terms and Conditions – Commercial Items)

2. Complete Standard Form 1449: 17a, 30a, b and c

3. Complete all Supplies/Prices “Schedule of Items” sheets (Offered Prices) and Qualifications

4. Complete the CAGE Code and DUNS

5. Complete all of the following and any additional Offeror Representations and Certifications:

• AUTHORIZED NEGOTIATORS

• FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items. (Standard Form

1449)

• DFARS 252.209-7999 Representation by Corporations Regarding an Unpaid Delinquent Tax

Liability or a Felony Conviction under any Federal Law.

• FAR 52.215-6 PLACE OF PERFORMANCE

6. ALL VENDORS MUST BE REGISTERED IN THE SYSTEM FOR AWARD MANAGEMENT (SAM) TO RECEIVE

AN AWARD. SEE CLAUSE 52.212-4(t)

GO TO HTTPS://WWW.SAM.GOV FOR DETAILS

Please submit the CAGE Code:

NOTE: The list of proposal submission requirements is for convenience purposes only. This list is not intended to be all-inclusive. Offerors are responsible for carefully reviewing the entire solicitation to ensure they submit all information required by the solicitation.

http://www.sam.gov/

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STATEMENT OF WORK

I. SUPPLIES OR SERVICES AND PRICES

1. INTRODUCTION

A. The Defense Logistics Agency (DLA Troop Support) intends to support the needs of its customers by entering into one (1) Indefinite Quantity Contract (IQC) to supply fresh Bread and Bakery Items to Troops in Oahu, Hawaii. This procurement is being processed under the authority of FAR 13.5 – “Test Program for Certain Commercial Items” and therefore will utilize simplified procedures. The resultant award will be a Total Small Business Set-aside using NAICS Code 311812, Size Standard 1000. In accordance with 13 CFR 121.406(e ), if at least 50% of the estimated contract value of an acquisition for multiple items is composed of items that are manufactured by small business concerns, then a waiver of the non-manufacturer rule is not required. As such, for this acquisition, it is expected that items comprising at least 50% of the contract value will be manufactured by small business concerns. Offerors are required to offer on all items in the Schedule of Items; failure to do so may result in exclusion from award. This solicitation contains the estimated Bread and Bakery Items for the following customers in Oahu, Hawaii as follows:

Army, Air Force, Navy (Land), Marines, Coast Guard (Land) and Hawaii Job Corps

NOTE: Customers may be added or deleted during the period of the contract.

(SEE CONTRACT ADMINISTRATION DATA SECTION, ADDITIONAL CUSTOMERS FOR

DETAILS)

B. The resultant contract will be a fixed price Indefinite Quantity Contract (IQC) for an indefinite quantity, within stated limits, of specific supplies or services to be furnished during a fixed period, with deliveries to be scheduled by placing orders with the contractor (FAR 16.504(a)).

The duration of the contract is for a term of 60 months (five year period) with four separate pricing tiers; the pricing will remain firm fixed for each pricing tier.

The first pricing tier shall begin on the award start date and be for a 24 month period (December 9, 2018 – December 5, 2020).

The second pricing tier shall be for the 12 month performance period (December 6, 2020– December 4, 2021).

The third pricing tier shall be for the 12 month performance period (December 5, 2021– December 3, 2022).

The fourth and final pricing tier shall be for the 12 month performance period (December 4, 2022– December 2, 2023)

EFFECTIVE PERIOD OF CONTRACT/ORDERING/PERFORMANCE PERIOD:

A contract resulting from this solicitation will become effective on the date of award.

The contract award is deemed effective when notification is mailed, transmitted, or otherwise provided and received by the contractor. The ordering period of the contract

SPE302-19-R-0001 9 of 34 shall commence with placement of the first customer order, on or after Sunday, December 9, 2018 through Saturday, December 2, 2023 and delivery of any order will be completed on or before Friday, December 8, 2023.

C. Delivery – Items should be routinely delivered in accordance with a 48 hour (skip day) delivery. The current delivery schedule for each location is set forth in the Schedule of Deliveries section.

2. GUARANTEEDMINIMUM/MAXIMUM

A. The guaranteed minimum on the resultant contract(s) is $10,000.00. The maximum estimated cumulative 60 months dollar value is $2,500,000.00

3. PRICING

A. The Schedule of Items in Attachment #2 represents 100% of the estimated dollar value of this procurement for the sixty (60) month period. Offerors must submit pricing information on the pricing spreadsheet (Tier 1 Tier 2, Tier 3 and Tier 4).The pricing will remain firm fixed for each pricing tier.

B. Offerors are required to submit a copy of their current Wholesale Price List, Catalog Price

Schedule or other documents containing commercial pricing information.

C. Prices shall be FOB Destination only.

D. Offerors are required to cross-reference the prices on the Wholesale Price List, Catalog Price

Schedule or other pricing documents to the item number on the solicitation. There are several ways of accomplishing this, including writing the item number, as specified in the solicitation, next to the price and item description on the price list. Additionally, the Wholesale Price should be completed in Attachment #2 (Column “E”). Please do not submit a separate list of information especially prepared for this solicitation; the pricing catalog, complete with cross-references, is requested.

E. In order to accommodate the Government’s ordering system, the Subsistence Total Order and Receipt Electronic System (“STORES”), unit prices are limited to a maximum of two

(2) places after the decimal point (reference Clause DLAD 52.214-9008 “Rounding Off of Offer and Award Price – Alternate I”.

For example, a price of $2.215 or higher must be rounded up to $2.22 and a price of $2.214 or lower must be rounded down to $2.21. In addition, the system requires that prices be fixed for a certain period of time as specified in the solicitation.

F. All prices are the current price when the customer places the order.

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4. ADDITIONAL CUSTOMERS

A. The Government reserves the right to add or remove DoD and non-DoD customers from the same distribution area as the successful contractor, based on a mutually agreed upon implementation plan followed by formal modification to the contract(s).

B. Anticipated quantities/sales from new customers may not exceed the $2,500,000.00 contract maximum.

C. Additional customers are limited to those that receive Federal funding.

D. The Government reserves the right to unilaterally remove DoD and non-DoD customers from the resultant award(s) by way of formal modification.

5. CUSTOMER SERVICE POLICY

The contractor(s) shall treat each of the customers covered under the contract(s) as one of its best customers. Therefore, any treatment and/or customer service policy given to other essential accounts shall also be given to the customers covered under the resulted contract(s).

6. NEGOTIATIONS

For the subject acquisition, the Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct negotiations if later determined by the Contracting Officer to be necessary.

The Government may reject any or all offers if such action is in the public interest, and waives informalities and minor irregularities in offers received. If discussions are held, initial responses to negotiations shall be in a form of communication customary in the industry for transmitting information to include phone, facsimile transmission, letter, in-person and e-mail. However, any information provided during negotiations, to include all changes to the initial offer, must be reduced to writing and transmitted to the DLA Troop Support Business Opportunities Office by the time and date specified at the time of Final Proposal Revisions. Information not submitted to the DLA TROOP SUPPORT Business Opportunities Office by the specified date and time will not be considered by the Government during final evaluations.

7. NON-MANUFACTURER / NON-DISTRIBUTER

All offerors are required to provide product originating from a sanitarily approved source and in delivery conveyances that are subject to the Sanitary Conditions clause in the solicitation.

Offerors indicating a Place of Performance (manufacturing location) that is not under the day to day control and management of the offeror shall submit documentation that an agreement for production and distribution is in effect at the time of offer covering the period of the contract.

The documentation must be signed by the offeror and the proposed subcontractor(s). This does not include similar entities & affiliates of the offeror but applies to non-manufacturers, partners, subcontractors and similar entities that would be performing on the proposed contract but are not the offeror itself. Offerors using a consortium, joint venture or other teaming approaches shall provide evidence of experience pertaining to the execution of the requirements of the solicitation. The freshness requirement of the product being delivered may not be compromised. The offeror’s distance from the delivery location is very important. The offeror

SPE302-19-R-0001 11 of 34 must be capable of delivering product to arrive at the delivery location the same day for emergency orders.

8. SCHEDULE OF ITEMS (SOI)

A. If a customer desires to order a bread item that is not listed on the resultant contract(s), a written request to the DLA Troop Support Market Ready Contract Specialist shall be submitted to have the item added. The Contract Specialist will contact the vendor and arrange to have the item added to the STORES catalog in coordination with the Contracting Officer.

B. Prior to its inclusion in the STORES catalog, the pricing for each additional item must be negotiated and the Contracting Officer must determine that the price for the respective item is fair and reasonable.

C. Additional items may be added or removed from the contract; however, any items that are added may not increase the value of the contract above the contract maximum of $2,500,000.00

D. IMPORTANT NOTE: Items not on the STORES catalog CANNOT be ordered from the contractor under the resulting contract. Payments will not be made for items not appearing on the catalog at time of order.

E. For evaluation purposes, the Government reserves the right to remove any items, absent an amendment, from the Schedule of Items in the event that one or more offerors fail to bid on all of the items. The Contracting Officer will complete his/her price evaluation by reviewing and comparing only common items bid by all offerors in this situation. Additional items bid on by the apparent awardee but not evaluated as part of the common item evaluation, may still be added to the final contract absent a separate modification upon a finding that the prices of those additional items are fair and reasonable.

Attached to this solicitation is the Schedule of Items (SOI) Excel spreadsheet to submit requested information. Please make sure to read these instructions to fill out the SOI spreadsheet correctly.

1. SOI has one tab for each tier included in this solicitation as follows:

a. Tab 1: Wholesale Price PKG Information

b. Tab 2: Tier 1 Pricing

c. Tab 3: Tier 2 Pricing

d. Tab 4: Tier 3 Pricing

e. Tab 5: Tier 4 Pricing

f. Tab 6: Aggregate Prices

2. The Government has provided you with the customers’ requirements and auto calculations as follows:

3. Offerors are expected to complete all the information requested as follows for each item:

Column Name Description

SPE302-19-R-0001 12 of 34

The Government will not be responsible for any failure attributable to the transmission or receipt of the Email offer.

Government has provided you with the customer’s requirements and auto calculations as follows:

Offerors are expected to complete all the information requested as follows for each item:

Column Name Description Product Code Company Product Code or UPC.

Count per PKG Indicate the count per package.

PKG Size in OZ Indicate the package size in ounces.

Price per PKG Offerors should submit prices by the “Package Price (PKG) and the spreadsheet includes an auto calculation to convert the specified package size/price to the price per pound (LB). The price per “LB” will be used for evaluation of offers; however, the price per “PKG” will be used for ordering/billing.

Wholesale Price Indicate the wholesale price from the customer Wholesale Price List Remarks Write any comment you have for that specific item, such as: different size offered that does not meet minimum requirement, no bid on this item, difference in the item name/description, etc.

THIS SPREADSHEET MUST BE USED TO INSERT THE REQUIRED PRICING DATA. ALL FIELDS IN THE SPREADSHEET MUST BE COMPLETED AND MUST BE INCLUDED ALONG WITH THE EMAILED DELIVERED

OFFER.

FAILURE TO CORRECTLY AND COMPLETELY PROVIDE THE INFORMATION ABOVE COULD LEAD TO YOUR COMPANY’S BID BEING CONSIDERED NON-RESPONSIVE AND WILL NOT BE EVALUATED FOR AWARD.

PROVIDING THIS INFORMATION IS NOT OPTIONAL, IT IS REQUIRED

9. CONTRACTOR’S CODING SYSTEM

WITHIN 48 HOURS OF RECEIPT OF NOTICE OF AWARD, CONTRACTOR WILL SUPPLY EACH

ORDERING ACTIVITITY WITH THE CONTRACTOR’S CODING SYSTEM (PULL DATE, COLOR CODES,

ETC.) THIS IS A MANDATORY REQUIREMENT.

Item Item Number

Item The Government’s format begins with a broad category and then Name/Description continues with a more general description. For example, a 16 ounce loaf of whole wheat bread would be described as “Bread, Whole Wheat, Fresh, pan baked, round top”.

Minimum PKG Size This column describes the minimum package size acceptable by customers.

Estimate LBS This column represents the estimated number of LBS to be ordered for each period to include Tier 1, Tier 2 and Tier 3.

Price per LBS This column auto calculates the Price per LBS as follow: (Price per PKG/PKG Size in oz.)*16 oz. = Price per LBS

Total Price per LBS This column auto calculates the Sub-Total as follow: Price per LBS*Estimate LBS=Sub-Total per estimated LBS

Aggregate Price This column auto calculates the Aggregate Price per item from each tab including tier 1, 2, 3, and 4.

SPE302-19-R-0001 13 of 34

10. GOVERNMENT QUALIFICATIONS

ALL ITEMS TO BE AWARDED WILL BE AWARDED TO ONE OFFEROR.

THE GOVERNMENT RESERVES THE RIGHT TO AWARD A CONTRACT OF LESS THAN ALL ITEMS IF

DELETION WILL BE IN THE GOVERNMENT’S BEST INTEREST.

11. OFFEROR QUALIFICATIONS (Qualifications Pertains to any conditions, deviations, or contingencies upon which offered prices are based).

INDICATE YOUR REGULARLY SCHEDULED NON-BAKE /NON-DELIVERY DAYS:

The delivery preference is for a 48 hour (skip day) delivery. Please address your ability to adhere to these delivery terms. Delivery is required 48 hours after order is placed. Orders may be placed with a longer lead- time; however, the minimum lead-time is “skip day”.

PLEASE PROVIDE ANY LIMITATIONS TO THIS ORDER LEAD TIME BELOW:

IS YOUR COMPANY EDI CAPABLE? (Please circle a response) YES NO EDI/GS ID Code (if applicable):

Note: All Troop Support customers are currently processing orders and receipts through EBS.

Provide the following information for ordering, invoicing and payment purpose:

Point(s) of Contact for ORDERING:______________________________________________________

Phone Number: ____________________________________________________________________

Email & Fax Number: __________________________________________________________________ Point(s) of Contact for INVOICING PAYMENT_____________________________________________

Phone Number ____________________________________________________________________

Email & Fax Number________________________________________________________________

SPE302-19-R-0001 14 of 34

II. ORDERING, DELIVERIES AND PERFORMANCE

1. ORDERING SYSTEM

I. Subsistence Total Order and Receipt Electronic System (STORES)

A. STORES is the Government’s ordering system which is capable of accepting orders from any of the Services’, i.e. Army, Air Force, Navy or Marines, individual ordering systems and translating the orders into an Electronic Data Interchange (“EDI”) format. In addition, this information is transmitted to DLA TROOP SUPPORT for the purposes of contractor payment and customer billing.

B. Customers will be able to order all of their Bread and bakery requirements through STORES.

C. Initially, a copy of the STORES Orders will be transmitted via FAX from the customers listed in this solicitation to the successful awardee(s). While it is not a requirement of this solicitation, vendors are encouraged to have a separate FAX line in order to accommodate orders in a timely, efficient manner.

D. EDI capability is not a requirement for award under this solicitation. However, offerors should consider moving towards a fully functional EDI environment. In order to interface with STORES electronically, the offeror must be able to support the following EDI transaction sets:

• Catalog (Vendor to DLA TROOP SUPPORT)

• STORES Order

• Functional Acknowledgment

• Receipt

• Invoice (optional at this time)

E. It is mandatory that the successful vendor has access to the Internet. It is preferred they are able to send and receive electronic mail (email).

F. Unit prices and extended prices must be formatted not more than two (2) places to the right of the decimal point. Standard rounding methods must be observed. For example, a price of $4.574 or lower must be rounded down to $4.57 and a price of $4.575 or higher must be rounded up to $4.58.

G. The EDI-capable vendor must be able to conform to the Government’s format for Item Descriptions on both the catalog and the invoices. The Government’s format begins with a broad category and then continues with a more general description. For example, a 16 ounce loaf of whole wheat bread would be described as “Bread, Whole Wheat, Fresh, pan baked, round top, 16 oz. pg.”

1. ORDER PLACEMENT

A. Minimum order: When the Government requires supplies or services covered by this contract in an amount of less than $50.00, the Government is not obligated to purchase, nor

SPE302-19-R-0001 15 of 34 is the contractor obligated to furnish, those supplies or services under the contract.

The delivery order(s) shall specify delivery(ies) no less than 48 hours from the date of issuance of the delivery order. Changes and/or cancellations to delivery order(s) may be made by giving contractor no less than 24 hour notice to be computed from time of receipt by the contractor of the written or oral change(s) or cancellation(s).

B. Customers shall place orders via STORES to accommodate order lead time stated on contract. Orders shall generally be sent no later than 10:00 a.m. two (2) days prior to the desired delivery date (or specified lead-time on contract) in order to ensure maximum availability of product. However, a customer may decide to place an order with a longer lead-time for delivery except as noted on Section VI-A. Holidays of this Solicitation.

C. The vendor should notify the customer, no later than 24 hours after order placement, of the non-availability of an item. If it appears that the vendor will not be able to fulfill the order in time to meet the required delivery date, the vendor shall either offer the customer a substitute of equal or higher quality and of equal or lower cost, or advise the customer of its Not-in-Stock position.

D. There shall be no line-item (LSN) additions to existing STORES orders. Requirements for additional LSN's to prior/existing orders shall be ordered by customers via STORES as a new and separate STORES order.

E. All pricing is at the time the order is placed. There shall only be one invoice per STORES order and only one STORES order per day. This will reduce invoice and payment issues. At no time is a delivery driver permitted to deliver items that do not appear on the purchase order.

2. STORES ORDER

There shall only be one invoice per STORES order and only one STORES order per day. This will reduce invoice and payment issues. At no time is a delivery driver permitted to deliver items that do not appear on the STORES order.

3. TERMS OF INDEFINITE QUANTITY CONTRACT

The resultant contract will be a fixed price Indefinite Quantity Contract (IQC) for an indefinite quantity, within stated limits, of specific supplies or services to be furnished during a fixed period, with deliveries to be scheduled by placing orders with the contractor (FAR 16.504(a)).

The duration of the contract is for a term of 60 months (five year period) with four separate pricing tiers; the pricing will remain firm fixed for each pricing tier. The first pricing tier shall begin on the award start date and be for a 24 month period (December 9, 2018 – December 5, 2020). The second pricing tier shall be for the 12 month performance period (December 6, 2020– December 4, 2021). The third pricing tier shall be for the 12 month performance period (December 5, 2021– December 3, 2022). The fourth and final pricing tier shall be for the 12 month performance period (December 4, 2022– December 2, 2023)

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4. DELIVERY INSTRUCTIONS

A. Deliveries shall be made FOB Destination to each ordering activity and shall be free of damage, with all packing and packaging intact.

B. Deliveries shall be made when and as requested by the Ordering Officer(s) of the activity concerned, and shall be accompanied by the delivery ticket in triplicate, showing the exact quantities delivered. Deliveries shall be made by the contractor any day except Holidays, between the hours and location specified by the ordering officer (see Delivery Points /Schedule).

C. Deliveries are required as indicated and between the hours listed on the delivery under Times/Frequency. Occasionally, delivery times may need to be readjusted by the ordering activity.

D. The customer will be responsible to notify the contractor of any changes in location or departure date.

E. The contractor warrants that they will provide a person and telephone number where orders and changes can be received between 9:00 am and 4:00 pm, Monday through Saturday.

6. DELIVERY VEHICLE REQUIREMENTS

A. Supplies transported in vehicles that are not sanitary, or that have not maintained the proper temperatures, may be rejected at destination without further inspection.

B. Shipping containers shall be in compliance with the National Motor Freight Classification and Uniform Freight Classification Code.

7. NO SUBSTITUTIONS

A. If an item is not available, vendor is NOT to substitute an item without having a separate STORES order for the additional item. Customer MUST zero-out unavailable item(s) in STORES. Customer will be directly responsible for payment of any items not appearing on a STORES order.

B. The customer must authorize any substitution to their order prior to delivery. Substitutions must be of the same or higher quality and at the same or lower price. Payment of items will be based on the price in the vendor’s electronic catalog. Therefore, firms that submit an invoice reflecting a higher price for substituted items will not be paid the full amount and will only be reimbursed for the unit price shown in the catalog.

C. The customer must authorize any substitution to their order prior to delivery. Substitutions must be of the same or higher quality and at the same or lower price. Payment of items will be based on the price in the vendor’s electronic catalog. Therefore, firms that submit an invoice reflecting a higher price for substituted items will not be paid the full amount and will only be reimbursed for the unit price shown in the catalog.

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D. If the price of the substituted item is lower than the price of the item originally ordered, then the vendor shall invoice at the lower price and not the catalog price.

8. HOLIDAYS

A. All orders are to be delivered on the specified delivery date, except for Federal holidays as outlined below. When a scheduled delivery day falls on one of these days, or one designated by your firm, delivery should occur on the next scheduled business day, unless otherwise agreed to by the customer.

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

NOTE: Saturday holidays are celebrated on the preceding Friday; Sunday holidays are celebrated on the following Monday.

B. Holidays celebrated by your firm other than those specified above must be listed below. Also specify your policy for celebrating holidays that fall on the weekend.

9. EMERGENCY ORDERS

A. In order to adequately support emergency orders, the vendor must have the ability to provide “same day service” to a customer that is experiencing an emergency situation.

THE CONTRACTOR SHALL, WITHIN THREE (3) HOURS AFTER NOTICE THEREOF, DELIVER THE

ITEM OR ITEMS TO SUCH CUSTOMER IN THE QUANTITIES SPECIFIED BY THE ORDERING

OFFICER.

B. The vendor shall provide, at maximum, two (2) emergency orders per month, per individual ordering activity or individual ship or vessel, at no additional cost to the Government.

C. The vendor is responsible for furnishing the name of the designated point of contact responsible for handling emergency orders, and his/her phone number and/or pager number, to the customers.

10. AUTHORIZED RETURNS

A. The contractor shall accept returns under the following conditions:

1. Products shipped in error;

2. Products damaged in shipment;

3. Products with concealed or latent damage;

4. Products that are recalled;

5. Products that do not meet shelf life requirements;

6. Products that do not meet the minimum quality requirements;

7. Products delivered in unsanitary vehicles;

8. Quantity excess as a result of order input error and/or Purchase Ratio Factor error.

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9. Any other conditions not specified above that are deemed to be valid reasons for return by the customer as approved by the Contracting Officer.

11. SHORT SHIPMENTS/SHIPPING ERRORS

A. All short shipments must be annotated by the receiving official on the delivery ticket/invoices accompanying the shipment.

B. Any product delivered in error must be picked up by the vendor on the same day or by the next delivery day after notification by the ordering activity.

12. DELIVERY

A. A delivery ticket will accompany each delivery citing order number, unit price, itemized, extended and totaled.

B. It is mandatory that the Delivery Ticket include the contract number, call number, lead CLIN number, STORES order number, government unit of issue. Total quantity shall be based on Government unit of issue.

C. A copy of the coding system and tare weight of the items to be delivered is requested by consignee.

D. Prices cited on delivery tickets for STORES orders will be the prices at the time of order and not the prices at time of delivery.

E. All deliveries exclude national legal holidays unless otherwise indicated by ordering activity.

F. Items will be off-loaded from the contractor(s) vehicle(s) and contractor personnel will place items delivered inside the dining halls, etc.

III. PACKAGING, PACKING AND LABELING

1. All packaging and packing shall be in accordance with good commercial practice. Customers of Products are to be delivered in commercial type containers (Disposable Boxes) which prevents crushing, as well as excess movement, of the product(s). Large size boxes capable of two (2) or more layers must include fiberboard strips from side to side and dividers from top to bottom for layered packing to prevent crushing of product(s). Boxes shall be filled to an acceptable level allowing for additional space to prevent crushing of the product(s). Single layer boxes are acceptable and must be filled to an acceptable level which will prevent crushing of the product(s). Shipping containers shall be in compliance with the National Motor Freight Classification and Uniform Freight Classification Code.

2. All items must be identified with readable dates (open code dates), coded dates, or with color-coded twist ties. Contractors that do not use open dating will provide a product code number key/twist tie color listing. The product code number key/color coded twist tie listing shall explain the actual date of production or processing. After award of contract under this solicitation, the successful awardee shall provide a copy of key/color codes listing to each destination’s receiving officer and each destination’s inspection agency prior to the first delivery. Labeling shall be in accordance with commercial labeling complying with the Federal Food, Drug, and Cosmetic Act and regulations promulgated there under.

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3. All items must be adequately protected during inclement weather.

IV. INSPECTION AND ACCEPTANCE

1. POINT OF INSPECTION AND ACCEPTANCE

A. Inspection and Acceptance of products will be performed at destination. The inspection is normally limited to identity, count and condition; however, this may be expanded if deemed necessary by either the military Veterinary Inspector, Medical Personnel, or Contracting Officer.

B. All deliveries are subject to military veterinary inspection. Contractor’s delivery vehicles will stop and report to the veterinary inspection points as designated for inspection of its products before proceeding to any other designated delivery point. In addition, the delivery vehicles may be inspected for cleanliness and condition.

C. The Food Service Officer (and/or) Authorized Receiving Official (ARO) at each delivery point (are/is) responsible for inspecting and accepting products as they are delivered. The invoice/delivery ticket shall not be signed prior to inspection of the product. All overages, shortages, and/or returns are to be noted on the delivery ticket by the receiving official and the truck driver. A signature on the delivery ticket/invoice denotes acceptance of the product.

2. PRODUCT QUALITY

A. Acceptance of supplies awarded under this solicitation will be limited to fresh product. All products delivered under this contract must conform to the following freshness requirements.

1. Bread, Cakes, Doughnuts, Muffins, Pies and Rolls must be delivered no more than 24 hours after baking. Following a non-bake day/non-delivery day, these items must be delivered no more than 48 hours after baking.

2. Brown and Serve Rolls must be delivered within 36 hours after production.

3. Bakery products shall include mold inhibitors of the proper level as allowed by the Food and

Drug Administration (FDA).

B. “Frozen Product”- Items received from the mainland, slacked to shelf ready condition, and distributed will not be subject to the 24-48 hour baking freshness requirement. The offeror must indicate which items are not freshly baked in the spreadsheet (SOI). Please note: the customer requirement is currently for fresh items, any alternate items including frozen product must be accepted by the customers. All frozen items must have seven (7) days of shelf life remaining.

C. Commercial standards should be used to maintain temperatures appropriate for the individual items. Bakery products shall include mold inhibitors of the proper level as allowed by the FDA.

NOTE: All products shall be produced using good commercial practices, which will result in all items being delivered being able to be used for their intended use. All products shall be processed, packaged, and packed in such a manner, to prevent crushing or damage to the product prior to delivery. Product MUST be allowed to cool sufficiently after baking so that condensation does not occur within the bags, which could result in molding of the product.

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3. CONTRACTOR QUALITY PROGRAM

The contractor should develop and maintain a quality program for product acquisition, warehousing and distribution to assure the following:

• Standardized product quality;

• The usage of First-In, First-Out (FIFO) principles;

• Product shelf life is monitored;

• Items are free of damage;

• Correct items and quantities are selected and delivered;

• Customer satisfaction is monitored;

• Product discrepancies and complaints are resolved and corrective action is initiated;

• Supplier, FDA, or DoD initiated food recalls are promptly reported to customers and DLA Troop Support;

• Compliance with EPA and OSHA requirements;

• Salvaged items or products shall not be used;

The vendor is responsible to contract for independent third party warehouse audits for each proposed place of performance as part of any resultant contract. At a minimum, the third party audits are to take place annually and submitted to the contracting officer within 30 days calendar days of completion of audit. The vendor must achieve a passing score without major deficiencies in order to continue performance under any resultant contract. The vendor is to submit a copy of each third party warehouse audit (i.e., American Institute of Baking (AIB) certification other state or federal sanitation inspections) to the contracting officer prior to contract award. Failure to submit timely and complete audit reports may result in termination of the contract (Third party warehouse audits exclude Government agency audits). The vendor shall have in place the proper temperature controls in their warehouse to ensure product is stored at commercially acceptable temperature settings.

4. WAREHOUSING AND SANITATION PROGRAM/STORED PRODUCT PEST MANAGEMENT

The contractor shall develop and maintain a sanitation program and a stored product pest management program for food and other co-located non-food items that comply with industry standard programs such as the Code of Federal Regulations (CFR), 21 CFR part 117 Subpart B - Current Good Manufacturing Practice, 21 CFR part 110, Food Manufacturing Practices, the Federal Insecticide, Fungicide and Rodenticide Act, the Food, Drug, and Cosmetic Act of 1938 as well as all pertinent state and local laws and regulations. Records of inspections performed by the firm, subcontractor, or recognized industry association shall be maintained and made available to the Government at the Contracting Officer’s request.

5. CONTRACTOR QUALITY AUDITS

The Government may conduct formalized audits to verify the vendor’s adherence to the contract requirements and the quality of product being supplied under any resultant contract.

5. RECALL PROCEDURES REQUIREMENTS

In the event that a product recall is initiated by the USDA, vendor, supplier or manufacturer, the vendor shall follow the procedures as outlined below:

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(1) Immediately notify the following personnel:

a. Customers that have received the recall product

b. DLA Troop Support Contracting Officer

c. DLA Troop Support Account Manager

d. DLA Troop Support Customer Safety Officer at 215 737 2922

(2) Provide the following information to the DLA Troop Support Consumer Safety Officer:

a. Reason for recall

b. Level of recall, i.e., Type I, II or III

c. Description of product

d. Amount of product

e. List of customers that have received product

f. Name and phone number of responsible person (Recall Coordinator)

(3) The vendor should provide a Final Status Report of Recall, when completed, to the DLA

Troop Support Consumer Safety Officer.

(4) At the discretion of the affected customers, the vendor shall either replace at no additional cost or adjust the invoice quantity for any recalled product. Delivery of replacement product shall occur at the discretion of the customer.

6. FOOD DEFENSE/FORCE PROTECTION

DLA Troop Support provides world-wide subsistence logistics support during peace time as well as during regional conflicts, contingency operations, national emergencies, and natural disasters. At any time, the United States Government, its personnel, resources and interests may be the target of enemy aggression to include espionage, sabotage, or terrorism. This increased risk requires DLA Troop Support to take steps to ensure measures are taken to prevent the deliberate tampering and contamination of subsistence items.